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InCopy is incredibly flexible but in order for the workflow to work as expected there are a few things you will need from an infrastructure standpoint. First you need a shared server volume. In the past you may have been able to work with other users by copying files to local hard drives, because once these files were used they didn't really need to be accessed any longer. However, in the InCopy InDesign workflow environment, a shared server volume is a must.
Everyone needs to be able to access the files in the workflow in one central location. Setting this up is not very hard, and if you need help, contact an IT professional for assistance. Next, the fonts that are used to format the content in an InDesign document, at least the content that will be shared with other InCopy users. Must be installed on all users' machines. If you work in a cross-platform environment, you will need to invest in OpenType versions of your fonts, if you haven't already. As PostScript and TrueType fonts are platform specific and do not work in a cross-platform environment in this workflow.
Finally, all users who will be using InCopy need to have a licensed version of InCopy installed on their machine. That's it. That's all you really need to incorporate the InCopy workflow into your working environment. Well, that, and an open mind to a new way of working.
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